Quality Policy

Mission Statement

To produce highly competent graduates for the modern world of work Vision Statement To be a leading Centre of excellence in training. Core Functions

  • To implement training in TVET programs
  • To carry out research programs
  • To develop and transfers science, technology and innovation into products and creativity
  • To benchmark with other institutions and liaise with industry
  • To adopt programs that address the needs of the local community

Core Values

  • Honesty, integrity and transparency
  • Quality leadership, excellent, informativeness and creativity
  • Consultative decision-making
  • World-class programmes and standards
  • Respect for human gender rights
  • Professionalism, team spirit and discipline

Brief Description of Kenya Coast National Polytechnic

 KCNP is a tertiary level training institution established by the Government of Kenya, under the Ministry of Higher Education, Science and Technology. KCNP’s core activities are:

  1. Training of students for award of craft, trade, and diploma certificates through syllabi developed by and examinations set and graded by Kenya National Examinations Council (KNEC) and Kenya Accountants and Secretaries National Examinations Board (KASNEB).
  2. Researching in relevant areas in order to improve the quality of the graduates, the services and the products from Kenya Coast National Polytechnic.
  3. Providing structured and monitored industrial attachment.
  4. Providing consultancy services.
  5. Producing mass and made-to-order goods.
  6. Providing facilities for events e.g. conferences.
  7. Providing specialized training and refresher courses.

Quality Assurance Policy Definition This Quality Assurance Policy (QAP) defines the aim, objectives and modalities for attaining, maintaining and continuously improving the systems, processes and delivery methods for achieving the stated commitment to the Vision, Mission, and Core Activities of Kenya Coast National Polytechnic so that the processes, inputs, outputs and continued monitoring are consistently:

  1. Adequate in scope.
  2. High in quality.
  3. Delivered on time through application of Critical Path Analysis.
  4. Financially sound.
  5. Innovative and universally applicable.
  6. Satisfactory to Kenya Coast National Polytechnic’s clients, providers of goods and services, potential and existing employers, the community, financiers and all other stakeholders.

Detailed methods, management tools, curricula, strategic and long term plans are given in annexes to this QAP document. Aim The aim of QAP is to actualize the stated Mission and Vision Statements, the established QAP definition and the Core Activities of Kenya Coast National Polytechnic so as to position Kenya Coast National Polytechnic as a “global centre of excellence in technical training”. Objectives

  1. To promote quality improvement and customer satisfaction at all times.
  2. To continually improve our processes, products and services.
  3. To deliver solutions of the highest value thereby providing a competitive advantage to our customers.
  4. To monitor, measure and analyse these processes and implement action necessary to achieve planned results.
  5. To determine criteria and methods for ensuring operational effectiveness.

Scope This document applies to all departments, sections, groups and individuals in the entire hierarchy of the institute. Reference ISO/TS 16949: 2002 Quality Management Systems ISO 9000:2005 Quality Management Systems – Fundamentals and Vocabulary Quality Systems Documentation This quality policy manual is written to meet the requirement of our clients as well as applicable international and national standards. It is supported by documented procedures, work instructions and process flows that define specific activities needed to implement the Quality Management System and Quality Policy. This documentation describes the interaction between the processes of quality management system. Policy Statement The Kenya Coast National Polytechnic Quality Assurance Policy is to continually deliver solutions of the highest value to the systems and processes through which services and products are provided to clients thereby giving the institute a competitive edge. Management Responsibility The Board of Governors (BOG) has the responsibility and authority to support development and implementation of the QAP, ensuring that it remains relevant to Kenya Coast National Polytechnic’s objectives and the needs and expectations of customers, and that it fosters a continual improvement environment. The BOG and the institute’s administration are responsible for communicating the quality policy and the importance of meeting customers as well as statutory and regulatory requirement to Kenya Coast National Polytechnic staff. They shall ensure it is understood and applied to work at Kenya Coast National Polytechnic through establishment of goals and quality objectives. The BOG is responsible for ensuring that the quality policy is appropriate for the goals of Kenya Coast National Polytechnic that it promotes the continuing improvement of the effectiveness of the quality assurance policy and that it is reviewed for continued suitability. All members of management are responsible for communication of operational plans and organizational goals within their respective areas. They shall report back to the administration on the performance and effectiveness of the QAP objectives and processes and shall be expected to motivate employees to achieve the quality objectives and pursue continual improvement (refer Reward Policy). Where appropriate management staff has been designated to facilitate implementation of the QAP, represent the needs of our customers in addressing their requirements as well as the requirements of applicable international and national standards, and to access and report on the performance of the QAP. Using inputs from assessments as well as other quality and operational performance data, management and/or those who directly report to them shall conduct periodic reviews to ensure that the QAP has been effectively implemented, that it continues to support the quality policy of Kenya Coast National Polytechnic, and it meets the needs of our customers and the requirement of the standard on which the QAP is based. Records shall be maintained to demonstrate conformance to these requirements. The Secretary BOG is identified as the management representative for senior management and is responsible and has authority for reviewing all decision pertaining to the quality and reliability of Kenya Coast National Polytechnic processes, products and services. Organization In order to efficiently and effectively perform their roles, the staff shall have a clear understanding of their responsibilities within the institute and the existing documented QAP, and how their efforts contribute to the achievements of its goals and quality objectives. The responsibility and authority of the personnel who manage, perform and verify work affecting quality and/or those that represent the needs of the clients in internal functions shall be clearly defined. In particular, management must identify personnel who have responsibility for ensuring process, product and service quality. Management is responsible for ensuring that relevant information is provided to staff. This shall be accomplished through the following methods: Organisation Chart(s) maintained at all levels which show the relationship of the person and position to the management structure and the relationship of the various functions within the institute to each other.

  1. Job descriptions that defines each employee’s general job requirements.
  2. Annual Goal Setting including quality objectives to defined specific tasks and responsibilities at various functions and levels.
  3. Work Procedures and/or process specifications that define work process and employee responsibilities

Records are maintained to demonstrate conformance to these requirements. Work Plans Work planning shall be accomplished through the annual work planning process. These processes include the Long Term Plan (LTP) and the Short Term Plan (STP). These plans typically include product, process, performance plans, contingency plans and continual improvement objectives, information on customer requirement and financial plans. Management shall also have the responsibility and authority for ensuring that the critical processes for each department has sufficient resources available to enable the institute to achieve its quality objectives and enhance customer satisfaction by including as part of the STP, capital resource plans as well as plans for acquisition and training of Kenya Coast National Polytechnic staff. The results of the work planning process shall be documented and the work plan controlled. Plans shall be reviewed and updated at least annually to reflect changes in service delivery and market needs and to reflect management’s requirement for continual improvement in the processes affected by the plans. Management of Planning and QAP The following operational documents shall be reviewed annually to incorporate changes in data and performance and at least once every three years to cope with internal/external changes:

  1. Strategic Plan
  2. Financial Plans
  3. ICT Policy
  4. Training and Development Policy
  5. Reward and Recognition Policy
  6. Corruption Prevention Plans (CPP)
  7. Customer Requirements
  8. Organizational Structure/Chart
  9. Job Description Manuals
  10. Contingency Plans
  11. Health, Safety and Environment Policy

Quality Planning and Implementation Quality planning and implementation activities will include:

  • Identification of customer specific requirements
  • Identification of critical product or process characteristics
  • Preparation of control plans and associated process monitors
  • Identification and mobilization of resources
  • Definition and management of key organizational interfaces
  • Verification of the compatibility of new curriculum with process and test capabilities for effective delivery
  • Definition of acceptance criteria for key critical mandate
  • The identification, preparation and maintenance of quality records
  • Preparation of contingency plans to maintain quality
  • Application of preventative and predictive maintenance
  • Upholding of the health, safety and environment policy
  • Monitoring of the work environment for health and safety at all times
  • Maintenance of cleanliness and organization in all working areas
  • Verification of the absence of hazardous substances
  • Identification of sources of feedback to improve the performance of critical processes

Process Management All critical processes shall be carried out under conducive conditions which include:

  • Appropriate documentation of the processes, use of suitable equipment and personnel, the availability and use of monitoring and evaluation tools.
  • Use of scheduling of workflow processes and implementation of process release activities.
  • Key process equipment and procedures are identified and maintained

Process owners shall be responsible for ensuring that the documentation is current, that it is accessible at point of use, and that it accurately reflects the process requirements. They should also ensure that the processes are effectively implemented. Management shall be responsible for ensuring that the employees are knowledgeable and compliant to the specifications that describe their work processes and that those processes meet all quality requirements. The specifications include:

  • Outline of key process steps
  • Inspection of supplied materials for quality and quantity
  • Equipment operating procedures
  • Verification of curriculum delivery processes
  • Monitoring and evaluation procedures
  • Verification of personnel qualifications
  • Teaching and learning environment support and control
  • Problem solving methodology and corrective action procedures

Inspection, Measurement and Testing

The Kenya Coast National Polytechnic management shall determine the monitoring and measurement to be undertaken in order to provide evidence of consistent conformity to pre-determined standards.

  1. Curriculum delivery:

All members of staff are expected to take personal responsibility of their professional quality and standards. They will exercise this responsibility in an environment of overall continuous improvement and innovativeness through feedback from students and other stakeholders while avoiding duplication. All departments and sections will have significant freedom to tailor procedures and structures to their own requirements in order to bring about quality. They shall be expected to:

  • Use participatory methods of teaching and learning
  • Relate lessons to real life situations
  • Maintain focus on quality at all times in the process of curriculum delivery.
    • Utilize variety of learning resources and teaching methods
    • Regularly test and validate the teaching/learning process
    • Ensure maximum contact hours for both teachers and learners
    • Ensure total coverage of syllabus within the stipulated period of time
    • Maintain conducive Teaching/Learning environment.
    • Maintain proper records.
  1. Support services

Whereas teaching and learning are the core functions of Kenya Coast National Polytechnic, the quality of support activities must also be high in order to achieve, and maintain high teaching and learning functions. These support services include:

(i) Financial management:

Mobilizing, budgeting and dispensing of finances must meet the short term and long term goals in the most transparent and accountable manner (value for money). (ii) Human resource management: Recruitment, training and promotion procedures must be need-oriented, performance-based and by merit. (iii) Communication: All information shall be relayed clearly, timely, effectively, accurately and through the right procedures and channels (iv) Production units: Goods and services from the production units, small business centres and business incubators should be comparable to the best quality of the same in the open market

(v) Infrastructure and Equipment:

The institutional infrastructure and equipment shall be planned, built, purchased, used and maintained in such a manner as to conform to the highest quality standards. (vi) Environment: The Institutional physical and work environment shall be developed and maintained to support the best performance in teaching/learning and in compliance with established national regulations and laws. The Institution through its Health and Safety Committee shall see to it that highest health and safety standards are maintained at all times, regular health and safety audits are conducted, a disaster preparedness strategy and plan are in place and that these are well communicated to all. Fire drills will be conducted every three years. (vii) Record keeping: Records will be maintained to document effective implementation of the quality management system in order to provide evidence of conformity to requirements. (viii) Security: All persons of Kenya Coast National Polytechnic are required to exercise responsibility to the protection of other persons and property of the institute against theft and pilferage, misuse and accidents. Records should be stored under appropriate security and environmental control to ensure they remain legible and accessible when needed, and to validate their conformance to work procedures so as to meet regulatory and other requirements. (ix) Sports, clubs and entertainment: Members of Kenya Coast National Polytechnic community shall both be encouraged and facilitated to engage in sports, clubs and societies. The institute will offer a conducive atmosphere for quality entertainment and leisure time so as to be able to unwind tensions and work fatigue for maximum productivity of individuals. (x) Collaboration and linkages: The institute shall forge collaboration and linkages with strategic partners aimed at supporting quality training. Such collaboration will include similar institutions globally, industry players who employ our graduates, government and non governmental organisation who share our goal of quality training, constituency development fund (CDF) and other sponsors, exams and professional bodies among others. (xi) Catering and Accommodation: Catering and accommodation, though not a core activity, nevertheless shall be of the highest standard where offered. Internal mechanism for ensuring this shall be put in place so as to offer our customers the best value for their money. (xii) Grandaunts traceability Individual strengths and weakness will be identified at admission and followed through training and into the world of work employing the following procedures:

  • Assignment of unique identifiers to each cohort/class/year group
  • Recording curriculum delivery methods used by the teachers and learning styles of students, and their performance during the course of study.
  • Traceability of well performing students in relation to the particular curriculum content and delivery process.
  • Collaboration with employer within our industrial attachment framework.
  • Support for the establishment of a strong alumni.

Corrective Action When problems occur in the processes or product as a result of this Quality Assurance Policy, or when customer complaints or returns are received, the institution staff shall take immediate and appropriate corrective action according to procedures defined in their workarea. The same shall be communicated to management within reasonable time. REVIEW This policy shall be revised and updated every two years.